Hardcopy meeting documents represent a range of security risks and inconveniences for mobile workers. Coaxion Reader, a new iPad app from Moprise, aims to change how organizations manage and secure documents during meetings.
Organizations can use Coaxion Reader for various events, such as project team meetings to review a new product requirements document or a corporate board meeting to review sensitive corporate financial documents. They can even scale up to a large conference setting with its individual sessions, each with handouts.
Coaxion Reader builds upon the Coaxion for iPad app, which I wrote about in “Top iPad apps for accessing SharePoint.” The app design breaks away from popular thinking about how an iPad app should interact with SharePoint, and it can provide access to Dropbox and Box accounts. Ultimately, Coaxion Reader is a useful extension to the full Coaxion app, because it gives read-only access to documents for the duration of a meeting.
Coaxion Reader in a meeting setting
Meeting organizers can add documents for meetings to Coaxion Reader using the Coaxion for iPad app ahead of meetings and events (Figure A). They can publish/broadcast meeting documents from corporate SharePoint sites, Office 365, Dropbox, or Box.
Coaxion Reader enables secure access to all meeting documents.
Meeting attendees using Coaxion Reader don’t have to be on the same network. Attendees on the same Wi-Fi network (for example, a conference room) select a meeting name. Remote attendees or attendees on another Wi-Fi network need to enter a 10-digit meeting code to receive document broadcasts over the Internet. Once you join a meeting, you’ll receive any updated documents and be able to read all the meeting documents securely, without the need of entering any additional access codes.
The Coaxion Reader app supports offline caching for those times when meeting attendees are gulping down conference room Wi-Fi quicker than the free coffee and stale pastries.
Document rendering of Microsoft Office documents on an iPad is a worry even on a good day with some iPad apps. The broadcasting process to Coaxion Reader also converts meeting documents to Adobe PDFs that preserves tables, graphics, track changes, and comments.
Using Coaxion Reader for sharing meeting documents
Coaxion Reader builds upon the framework that Moprise built for their Coaxion app. Therefore, a presenter needs to be running the Coaxion app on their iPad with appropriate access to the meeting documents residing on a SharePoint site, Dropbox, or a Box folder.
From the Coaxion app, the presenter creates a new meeting by following these steps:
- Tap the Meetings tab to pull it out full screen
- Tap + New Meeting
- Invite attendees to the meeting
- Select the documents for the meeting
- Tap the Broadcast Meeting icon to broadcast documents to the meeting attendees (Figure B)
Presenters control the publishing of documents and invitations to meetings.
While a meeting is in progress, the presenter has the option to attach additional documents, share the meeting with additional attendees, and add messages.
The presenter taps End Meeting to end the meeting. Ending the meeting also automatically deletes meeting documents from attendees’ iPads.
Meeting attendees only need the Coaxion Reader app. They never have to access to SharePoint site, Dropbox, or Box account that holds the original meeting documents.
A meeting attendee follows these steps to use Coaxion Reader to access meeting documents:
- Tap Choose Or Join Meeting, which will display the Choose Or Join Meeting dialog box
- Choose a meeting to join that appears on the list or enter the meeting code (Figure C)
Choose a meeting to join from the list or enter a meeting code.
While viewing documents in Coaxion Reader, meeting attendees can tap Action and then tap Email Document to email the document they’re current viewing to somebody else if the presenter enables this feature. A blank email with a document attached as a PDF or PNG file opens, ready for sending. Considering the document leaks that have struck some financial services and tech companies in the past, one of the strong selling points of Coaxion Reader is that the presenter can control the redistribution of documents and presentations.
Coaxion Reader vs. hardcopy meeting documents
The Coaxion Reader product roadmap includes URLs, QR codes, and email for publishing documents to meetings. Moprise is also trying to set Coaxion Reader into becoming part of the fabric of meetings with custom branding for event sponsors and venues.
If your organization is looking for a better way to manage and distribute meeting documents securely, then Coaxion Reader is worth a look, especially if your meetings include handouts and presentations on your product plans, intellectual property, and corporate strategy that need to be accessible by onsite and remote attendees.